Accounting and Administrative Assistant


AP Professionals
Published
November 17, 2024
Job Type
Salary Lower Range
50
Salary Upper Range
55
Salary Option
Yearly
City
Victor

Description

AP Professionals has partnered with a local landscaping company to find an Accounting and Administrative Assistant. This role will involve accounts payable, accounts receivable, administrative and customer service responsibilities.

Responsibilities

  • Manage subcontractor agreements and insurance certificates.
  • Reconcile, enter, and approve vendor invoices; print and mail checks.
  • Reconcile vendor statements and maintain purchase order and vendor invoice files.
  • Set up and maintain customer database; enter new contracts and renewals.
  • Prepare, reconcile, and follow up on billings and customer payments; manage pre-payments and resolve discrepancies.
  • Process store sales receipts, maintain inventory records, and prepare AR statements.
  • Record non-AR deposits, prepare daily bank deposits, and process credit card payments.
  • Maintain sales tax exemption certificate files and file billing paperwork.
  • Provide typing and computer support to executives; distribute incoming mail.
  • Print and distribute AR and billing backlog lists.
  • Issue renewal letters, track work, and prepare invoices.
  • Prepare and update route worksheets for crews.
  • Handle customer calls, direct messages, and resolve issues promptly.
  • Prepare the annual Pesticide Reporting Log and daily weather reports.
  • Track and resolve customer concerns using ERP system.
  • Maintain LCPC customer and job folders; prepare and send 48-hour notifications.
  • Maintain the label booklet.
  • Initiate and track stake-out requests; maintain and publish backlog schedules.
  • Enter job warranty and service requests, and report on uncompleted activities.
  • Update inventory quantities in the computer and print plant tags for received materials.
  • Open and close the telephone system and front door daily.
  • Greet and direct visitors.
  • Post outgoing mail; file job billing and costing paperwork; track consultant mileage reimbursements.
  • Act as the main contact between customers and crews for tree, landscape, and plant care issues.
  • Prepare and mail surveys, process responses, and address customer concerns.
  • Maintain files for capital assets and vehicle tracking.
  • Coordinate vehicle inspections and handle insurance correspondence.
  • Visit the DMV as needed and maintain vendor W-9 forms.

Experience

  • Experience with accounts payable and accounts receivable.
  • Administrative experience.

Knowledge, Skills, Abilities, and Other Characteristics

  • Proficient in accounting software and Microsoft Office Suite, especially Excel.
  • Familiarity with the landscaping, plant care, or construction industry is advantageous.
  • Experience with Slice or similar customer relationship management (CRM) software is beneficial.
  • Solid understanding of basic accounting principles and procedures.
  • High level of accuracy and attention to detail in data entry and financial reporting.
  • Excellent organizational and multitasking abilities to manage multiple responsibilities effectively.
  • Strong customer service skills and excellent verbal and written communication skills for interacting with customers, vendors, and team members.
  • Strong analytical and problem-solving skills to identify discrepancies and resolve issues efficiently.
Apply
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